JOFOC_Sunflower_Property_Scanners_-_Final_Version_v2_Redacted.pdf

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION

Identification Numbers: PR- and PR-

1. Identification of the agency and contracting activity.

The U.S. Environmental Protection Agency (EPA), Cincinnati Procurement Operations Division (CPOD), Cincinnati, Ohio, proposes to enter into a contract on the basis of other than full and open competition for the Office of Administration and Resources Management (OARM).

2. The nature and/or description of the action being approved, i.e., sole source, limited competition, establishment of a new source, etc.

This is a sole source, commercial acquisition for the procurement of Intermec CN70E barcode scanners configured with Sunflower asset management software.

In addition, accessories and training on the devices/software are required. The contract type is Firm-Fixed-Price. The sole source vendor is a small business.

3. A description of the supplies or services required to meet the agency’s needs.

This requirement is for the purchase of barcode scanners, related accessories, and training, for use with the EPA’s existing asset management system. The existing asset management system was developed utilizing Annams Systems Corporation’s Sunflower asset management software.

Specifically, this requirement is for a three-year, multi-year contract, which provides for the purchase of Intermec CN70E barcode scanners configured with Sunflower asset management software, extra scanner batteries, and charging cradles. To clarify, the Base Period is a continuous three-year period, which does not require the use of Option Periods for each year after the initial award. However, there will be Option Quantity Contract Line Item Numbers (CLINs) available for the additional purchase of up to barcode scanners, batteries, charging cradles, tethered stylus kits, and hours of training throughout the course of the contract. The Option CLINs have been established in 12-month increments, starting from the date of award, in order to account for yearly increases in the costs of the supplies and training services, as reflected in the Independent Government Cost Estimate (IGCE). The Option Quantity CLINs are necessary to facilitate the purchase of these devices by other organizations within the EPA, as the use of the Sunflower asset management software will be required throughout the Agency.

The CLIN structure will be as follows:

BASE

QUANTITY

ITEM UNIT

PRICE

QTY TOTAL

Sunflower Configured CN70E with RFID and Camera: Barcode Scanner configured with Sunflower software (including Sunflower Installation, Testing, Shipping, Hardware Maintenance Service, and written instructions on how to use the scanners).

Extra Battery for CN70E

Charging Cradle

TOTAL

OPTION

(First 12 Months)

ITEM UNIT

PRICE

QTY

Not-to- Exceed

(NTE)

TOTAL

Sunflower Configured CN70E with RFID and Camera: Barcode Scanner configured with Sunflower software (including Sunflower Installation, Testing, Shipping, Hardware Maintenance Service, and written instructions on how to use the scanners).

Extra Battery for

CN70E

Tethered Stylus Kit (5/pk)

Training Hours Total

(Third 12 Months)

ITEM UNIT

PRICE

QTY

(NTE)

TOTAL

Sunflower Configured CN70E with RFID and Camera: Barcode Scanner configured with Sunflower software (including Sunflower Installation, Testing, Shipping, Hardware Maintenance Service, and written instructions on how to use the scanners).

(Second 12

Months)

ITEM UNIT

PRICE

QTY

(NTE)

TOTAL

Sunflower Configured CN70E with RFID and Camera: Barcode Scanner configured with Sunflower software (including Sunflower Installation, Testing, Shipping, Hardware Maintenance Service, and written instructions on how to use the scanners).

Totals for CLINs:

Sunflower Configured Barcode Scanners Extra Battery for CN70E Tethered Stylus Kit (5/pk) Charging Cradle

Grand Total

4. The statutory authority permitting other than full and open competition.

The statutory authority permitting other than full and open competition is 41 U.S.C.253(c)(1) as implemented by FAR 13.106-1(b), FAR 13.501, and FAR 12.203.

5. A statement demonstrating the unique qualifications of the proposed contractor or the nature of the action requiring the use of the authority.

This requirement is for barcode scanners to be used in conjunction with the EPA’s recently acquired Sunflower asset management system for the inventory of EPA property. The initial plan was to purchase these scanners along with the Sunflower asset management system, but they were inadvertently left out of that acquisition. While the system was acquired through HPOD, CPOD has assumed responsibility for purchasing the scanners.

Annams Systems Corporation (Annams) of San Ramon, CA is uniquely qualified to provide these items to the EPA based upon the following:

The EPA now utilizes the Sunflower asset management system for property and inventory management. Annams is the sole proprietor of the Sunflower system.

As such, it is also the sole proprietor of the Sunflower MobileTrak software, the only barcode scanner software compatible with the Sunflower system. Annams does not permit any resellers of barcode scanners to install its proprietary software. In addition, Annams will not install its proprietary software on any barcode scanner purchased from another vendor. As a result, all inventory barcode scanners must be purchased from Annams in order to have the required Sunflower MobileTrak software installed.

6. A description of efforts to ensure that offers were solicited from as many potential sources as is practicable. Include whether or not a FedBizOpps announcement was made and what response, if any, was received, or include the exception under FAR 5.202 if not synopsizing. Describe whether any additional or similar requirements are anticipated in the future.

Searches for software that are compatible with the Sunflower asset management system were completed via email and Internet searches through websites such as GSA Advantage. In addition, Annams was contacted directly in order to determine if it utilizes resellers. As a result of this research, it was confirmed that Annams is the sole source of the Sunflower software. To further confirm the sole source nature of this requirement, a FedBizOpps synopsis will be published prior to the award of the contract. Furthermore, prior to purchasing any optional quantities, market research will be completed to determine if other vendors or compatible software have since become available.

7. The anticipated dollar value of the proposed acquisition, including options if applicable, and a determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable.

As detailed in Section 3 above, the total anticipated dollar value for this acquisition, including option quantities, is . The Contracting Officer has determined that the anticipated price is fair and reasonable, based upon market research for the same and similar items.

8. A description of the market research conducted and the results.

In addition to the market research detailed in Section 6 above, market research completed by the Transportation Security Administration (TSA) in September of 2014 was reviewed. The TSA posted a FedBizOpps notice on August 28, 2014. In addition, five vendors were randomly selected from the Department of Homeland Security (DHS) mandatory Strategic Sourcing program via the FirstSource II contract vehicle (IT hardware and software). Only two of the five selected vendors responded, which were and . was unable to provide pricing, while was able to quote the device but not the Sunflower MobileTrak software.

9. Any other facts supporting the use of other than full and open competition.

Not applicable.

10. A listing of any sources that expressed a written interest in the acquisition.

None at this time; however, this action will be synopsized prior to the release of the solicitation.

11. A statement of any actions the agency may take to remove or overcome any barriers to competition, if subsequent acquisitions are anticipated.

As of this time no subsequent actions are anticipated. However, to remove or overcome barriers to competition, market research will continue to be conducted prior to purchasing additional quantities of barcode scanners. Potential new vendors and compatible barcode scanner software will be the focal point of that research. The EPA may purchase other brands based on system compatibility, price, and specifications.

Certification

The information contained in this justification for other than full and open competition is certified accurate and complete to the best of my knowledge and belief.

Project Officer:

I certify that the facts and representations under my cognizance, which are included in this justification and which form a basis for this justification, are complete and accurate.

Signature Date

Contracting Officer:

I certify that this justification is accurate and complete to the best of my knowledge and belief.

Reviews and Approvals

Advocate for Competition:

I have reviewed this justification and find it to be accurate and complete to the best of my knowledge and belief. Since this JOFOC does not exceed $13.5M, this review serves as approval.